Clear, timely communication is essential for creating a smooth experience across any staffing platform. From shift confirmations to cancellations, automated emails and notifications help ensure that all users—whether they are admins, clients, delegates, or candidates—stay informed and aligned.
This article provides sample emails/ notifications tailored to each user type, giving you a better understanding of how messages are delivered and what recipients can expect.
Admin Notifications
Admins receive updates that help them oversee client activity, orders, and candidate management in real time.
New Order/Schedule Emails
Alerts when a client places an order. Sent immediately (or within a few minutes), typically titled “New Order/Schedule” plus the order name. This notification will not be sent if the order is placed by an admin on behalf of a client.
New Applicants
Notifies admins when candidates apply to a shift. Delivered instantly or within 2–5 minutes.
Candidate Cancelled / Candidate Dropped
Sent immediately when a shift is cancelled, including who cancelled it.
Shift Cancellations (Client-Initiated):
This occurs when a client cancels a shift they had previously scheduled. Candidates assigned to that shift will be notified immediately that the shift is no longer available.
Note: If an admin performs the action (either cancelling a shift or dropping a candidate), the notification is not sent to admins, since the action is considered managed internally.
Staff No Confirmation
Warns that a candidate has not confirmed their shift, signaling they may not show up.
Assigned Staff Update
Alerts admins if a candidate fails to check in for their shift. By default, notifications go out 10 minutes after the start time and again at 30 minutes (configurable).
Order Status Changed (Pending,Live,Closed)
Notifies when an order’s status is updated, sent within minutes of the change.
New Clients Sign-Up
If enabled, alerts admins as soon as a new client registers.
Unread Messages from Candidate to Admin
These are chats sent from candidates to admins. It can take up to five (5) to ten (10) minutes for admins to be notified.
Client and Delegate Notifications
Clients and delegates receive notifications to keep them informed about staffing changes, candidate activity, and required actions.
New Applicants
Immediate alerts when candidates apply to their shifts.
Note: Notifications are only sent to clients if the order or schedule assignment mechanism is set to Client Review Profiles.
Updates to Upcoming Shifts
Notifies when candidates are assigned, typically sent within minutes. You can control how often clients are notified when staff are assigned:
Paced Out → Updates grouped every 2 hours.
Panic → Immediate alerts if the shift starts within 30 hours (configurable).
Notify Instantly → Immediate notification for every assignment.
Shift Complete → One notification once the shift is fully staffed.
Campaign → Same as Shift Complete, but for order assignments.
Shift Cancellations / Candidate Dropped
Alerts clients right away if a shift is cancelled and by whom.
Candidate dropped
Shift Cancelled (Admin-Initiated)
Note: Notifications are only sent when the action is initiated by an admin or a candidate. Users will not be notified about actions they initiate themselves.
[Action Required] Rate Your Staff
Prompts clients to review candidates after completed shifts. Sent weekly by default (configurable).
[Action Required] Timesheets Awaiting Your Approval
Sent the day after a timesheet is created, asking clients to review and approve hours. (Optional, can be toggled off.)
Unread Messages from candidate to client
These are messages sent from candidates to clients. It can take up to five (5) to ten (10) minutes for clients to be notified.
Candidate Notifications
Candidates receive updates and reminders to help them stay on top of their schedules, compliance, and applications.
Ready to Finish Your Job Application?
Reminders to complete their profile if not finished. By default, follow-ups continue for up to 15 days.
New Opportunities
Alerts about available shifts, sent in batches, with timing dependent on the order start date.
Request Accepted
Confirms when a candidate’s application to a shift is approved. Sent immediately (or within a few minutes).
Important Schedule Change
Immediate notifications for changes to shift details (time, location, or cancellations).
Check-In Reminder
Sent 10 minutes before a shift begins (default, configurable).
Check-Out Reminder
Sent 30 minutes after the shift ends, with a second reminder at 60 minutes if the candidate hasn’t checked out (Configurable).
License Nearing Expiry
This notification is sent to remind users that their license is approaching expiration—first one month before the expiry date, and again one week prior.
[Action Required] License Has Expired
This notification is sent after a license has expired. The first alert is sent one day after the expiration date, followed by reminders twice a week for the first month, prompting the user to update their license.
Time to Submit Your Timesheets
Weekly reminders for candidates on long-term assignments to submit timesheets.
Assignment Terminated
Alerts immediately when a candidate’s assignment is cancelled or ended.
New Notifications (Payment made)
Unread Messages from Client to Candidates
These are chats sent from clients to candidates. It can take up to five (5) to ten (10) minutes for candidates to be notified.
Conclusion
Automated notifications are the backbone of smooth staffing operations. They ensure that everyone—admins, clients, delegates, and candidates—receives the right information at the right time, reducing confusion and helping the platform run seamlessly.
Note: Not all notifications are sent on every platform, as some features or configurations may not be enabled.